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POLICIES AND PROCEDURES MANUAL

FOR

THE PURCHASING DEPARTMENT

CHAPTER I MISSION, GOALS AND GENERAL INFORMATION

OF THE PURCHASING DEPARTMENT

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MISSION, GOALS AND GENERAL INFORMATION OF PURCHASING MISSION STATEMENT The mission of the Purchasing Department is to provide the Administration, Faculty, and Staff the purchasing services necessary to accomplish United Independent School District (UISD) goals and objectives. GOALS The Purchasing department shall: • Purchase all goods and services for the best price and of suitable quality in an efficient and timely manner. • Purchase goods and services in accordance with established policies and procedures. • Establish and maintain purchasing procedures. • Continue to promote communication between all departments and purchasing personnel in order to facilitate the purchasing process. POLICY Purchases of personal property, construction, maintenance, or renovation of a building or services shall be in accordance with the Texas Education Code, State of Texas Vernon Annotated Statues, Local and Legal Board Policies (CH Local and CH Legal), and any other applicable Federal, State and Local Laws. (See Chapter VII) ETHICS To foster fair, ethical and legal trade practices, the purchasing department adheres to the ethical standards of the Purchasing profession. These standards call for granting all suppliers equal consideration insofar as State, Federal, and District policies permit. They include avoiding any conflict between personal interests and the interest of United Independent School District. No Gratuities shall be accepted. These standards and civil statutes bind all district employees. It assures the purchasing of quality goods and services in a fair competitive environment. CONFLICT OF INTEREST A conflict of interest occurs when an employee participates directly or indirectly in the procurement process from which that employee or member of the employee’s family will benefit financially, either directly or indirectly. (DBD Local) See Exhibit A COMMITMENT OF FUNDS The signature of the Director of Purchasing, Purchasing Manager, Procurement Officer, or designee on an official purchase order, is the only legal binding commitment to purchase. No employee has the authority to enter into purchase contracts or in any way obligate United Independent School District for procurement indebtedness unless specifically authorized in writing by the Superintendent or Asst. Superintendent of Business and Finance.

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PURCHASING STAFF The Purchasing staff is responsible for the purchasing process and that they are in accordance with District, State and Federal guidelines. The staff provides information, specifications, quotations, preparing formal and informal bid packages, preparing bid tabulations and awarding contracts as related to the purchasing process. They also assist in solving issues regarding shipment problems, payment problems and return of goods. Once the purchasing process begins, purchasing should handle all contacts or correspondence with a vendor. It is important for departments to keep purchasing staff well informed of changes or events that may affect a purchase and/or payment. (See Exhibit B) The following are the areas of responsibility for each staff position: Purchasing Director - Responsible for major procurement purchases (formal bids, requests for proposals and contract administration) Negotiations of all major contracts, responsible for the overall procurement process of the District and departmental operations. Purchasing Manager - Manages departmental operations, responsible for major procurement purchases (formal bids, requests for proposals and contract administration). Procurement Officer – Shares responsibility for procurement process including formal solicitations, informal solicitations and contract administration. Assists the Director in all procurement aspects of opening new campus/departments. Purchasing Assistants - Are responsible for the expediting of emergency orders. Also will organize, distribute and account for all small purchase orders. Responsible for but not limited to secretarial duties, handling communications between departments and coordinating training of other District staff as well as handles the creations of all new vendors to the District. Responsible for but not limited to the solicitation process that consists of advertisements and contacting potential vendors for contacts. Handles all the reports and information that will be disseminated to the Board of Trustees. Responsible for the daily operation of the purchasing process that will include requisition evaluation, purchase order creation and distribution and obtain competitive price quotes. Follow-up on all purchase orders and investigate on all inquiries. Assist in developing long-and-short range objectives and goals for the Department. Implement the District’s procurement procedures, maintain adequate supplier information, and maintain procurement records and provide assistance to district staff in this area. WRITTEN SPECIFICATIONS It is important for the requesting department to write specifications that correctly fulfill their needs. Specifications are the basis by which vendors prepare their bids. Specifications should be functional-describing performance and design. Care should be taken not to intentionally or needlessly specify features or functions that may mislead a vendor or limit the purchase to one vendor. Departments are urged to contact purchasing when in need of assistance. BIDS AND AWARDS The purpose of bidding is to purchase goods and services through fair competition. Awards are made to the bidder(s) whose bid complies with specifications, terms, conditions and any other requirements stipulated in the bid and are the best value to the District.

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Best Value Responsive Bidder In determining the lowest responsive (best value) responsible bidder, the District considers: • The purchase price • Compliance with specifications, terms and conditions. • The reputation of the vendor and of the vendor’s goods or services. • The quality of the vendor’s goods or services. • The extent to which the goods or services meet the district’s needs. • The vendor’s past relationship with the district. • Safety record. • The total long-term cost to the district to acquire the vendor’s goods or services. BUDGET PROCESS In the spring semester, departments start their budget process. The purchasing department stands ready to assist in obtaining cost estimates, specifications, and any other information; Departments are urged to contact the purchasing department early in the budget process, especially if the department is requesting equipment. Equipment requests need to be approved and prioritized prior to submission to the Board of Trustees. Requests for computer equipment and software need to be coordinated and approved by the Technology Department. RESTRICTIVE FUNDS Restrictive funds are funds derived from a contract or grant agreement with a governmental, private, and non-private entity designated for specific purposes. Purchases with these funds shall be in accordance with the agreement terms and conditions and established policies and procedures. Three steps to consider before a requisition is sent to purchasing: 1. Review the terms of the agreement for authority to purchase particular goods or services. 2. Obtain administrative approval. 3. Request the goods or services with plenty of lead-time.

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CHAPTER II RECEIVING AND PAYMENT PROCESS

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RECEIVING AND PAYMENT PROCESS Receiving Process The receiving process is automatically triggered when the orders are delivered to the District. The Designated individual then opens and examines the shipment, prepares the receiving report, verifies the count against the purchase order and notes all discrepancies including shortages and damaged goods. Departments should compare the shipment with the receiving reports paying specific attention to the items received and that all discrepancies are noted in the receiving reports. The department should provide as much information as possible, including all shipping documents and a copy of the purchase order. Copies of these should be sent to Accounts Payable. Duplicate Shipments Occasionally, vendors duplicate orders. If this occurs, departments must coordinate with Purchasing and Shipping and Receiving Departments to return the order. A return authorization number will be obtained by the Purchasing Department and return of merchandise will be coordinated with the Shipping Department. Notification of such occurrences should be handled in a timely manner. Back Orders When purchasing is aware of a back order, a member of the staff will contact the requesting department to discuss the status of the back order. When a department is aware of a back order, the department should contact the Purchasing Department. All orders must be received within 90 days of Purchase Order date. Purchasing Process The payment process begins when the signed receiving reports are received by Accounts Payable. Payment is authorized only for those items that are received and approved by Shipping and Receiving and/or campus/departments. Invoices It is the procedure of the Accounts Payable Department to pay invoices within 30 days after the date of the invoice. If a department receives an invoice, the invoice should be send to Accounts Payable promptly. Inquiries Inquiries on the status of purchase orders should be directed to the purchasing department. Inquiries received will be expedited as quickly as possible. Purchasing will then communicate with the vendor and relay the information to the campus/department on the status of the purchase order.

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CHAPTER III TYPES OF PURCHASES

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TYPES OF PURCHASES Open Market Purchases Purchases for goods and services are done through the open market by the following methods: I. Formal Method II. Informal Method FORMAL METHOD The formal method is a process where the solicitation and award is governed by the Texas Education Code-Sub-chapter B. Sec.44.031 and local board policy. The requirements are as follows: All contracts with a value of $25,000 or more shall be made by one of the following methods, which provide the best value to the District: • competitive bidding; • competitive sealed proposals; • request for proposals, for services other than construction services; • interlocal contracts. • design/build contracts • contract to construct, rehabilitate, alter or repair facilities that involves using a construction manager • job order contract for the minor construction, repair, rehabilitation, or alteration of a facility • reverse auction as defined by section 2155.062(d) government code • the formation of a political subdivision corporation under Section 304.001, Local Government Code Advertisement A public notice must be published in the county where the school is located once a week for at least two weeks prior to the time set for letting the contract. Sealed Bids All bids/proposals must be sealed. Opening Bid At the minimum two (2) district employees must open bids/proposals. The Purchasing Department encourages the requesting department to send a representative(s) to the bid/proposal opening. At opening only vendor names will be read aloud with the exception of construction projects. Submitted pricing will be read aloud for construction projects only. Awards All Contracts are awarded to the proposer offering the best value to the District; based on criteria set forth in specifications, terms and conditions of the bid/proposal. Procurement Methods for Construction Projects 44.031 • Competitive Sealed Proposals • Design Build Contracts • Competitive Bidding • Construction Manager-at-Risk • Construction Manager Agent • Job Order Contract

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Evaluation of Bids and Proposals for Construction Services – Education Code 44.035 The Board of Trustees of a school district that is considering a construction contract using a method specified by Section 44.031(a) must, before advertising, determine which method provides the best value for the district

The district shall base its selection on criteria authorized to be used under section 44.031(b) and publish in the request for bids, proposals, or qualifications the criteria and the relative weights given to the criteria.

The district shall document the basis of its selection and make the evaluations public not later than the seventh day after the date the contract is awarded.

Competitive Sealed Proposals - Education code 44.039 A delivery method similar to competitive bidding. The District selects an architect/engineer to design and develop construction documents. Once documents are fully complete the District solicits proposals. Selection is based on a combination of price and other factors that the District deems provide best value.

The district shall provide or contract for the inspection services, the testing of construction materials engineering and the verification testing services necessary for acceptance of the facility by the district.

The district shall receive and publicly open the CSP. Within 45 days after the date of opening the district shall evaluate and rank each proposal submitted in relation to published selection criteria

Design Build Contracts - Education code 44.036 A method where a single entity is contracted to provide both design and construction. The design-build team consists of contractor, architect and engineer.

The award of a design build firm is a two phase process. Phase one the district shall prepare a request for qualifications and evaluate each offeror’s experience, technical competence, capability to perform, past performance of the team and other appropriate factors except price or cost related factors. The district may select a maximum of 5 offerors to submit additional information.

Phase II the district shall evaluate the information submitted as well as information on demonstrated competence, safety record, costing methodology, ability to meet schedules. The district shall rank the firms and negotiate with selected offeror if unable to negotiate contract with selected offeror district shall end negotiations and proceed to negotiate with next offeror and so on until a contract is reached.

The district shall designate an engineer or architect independent of the design-build firm to act as its representative for the duration of the work. If not in-house employee district shall select thru RFQ.

Competitive Bidding- Education code 44.040 A delivery method wherein the District selects an architect/engineer to design and develop construction documents from which the District solicits lump sum bids. Selection is based on the lowest responsible bid and the contractor serves as a single point of responsibility for construction. Construction Manager-At-Risk - Education code 44.038 A method where the construction manager serves as the general contractor providing pre-construction and construction services. The Construction Manager-At-Risk provides design phase assistance in evaluating costs, schedule, implications of alternative designs, systems and materials during design and serves as a single point of responsibility contracting directly with the subcontractors during construction.

Before or concurrently with selecting the agent the district shall select a architect or engineer to prepare the construction documents for the project

The district may select the Construction Manager – At-Risk on a one or two step process Construction Manager-At-Risk may self perform general conditions work CM-At-Risk must advertise bids/proposals for major element of work and may bid on work

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CM-At-Risk shall publicly open and read aloud offeror name and monetary amount. Construction Manager Agent - Education code 44.037 A method where the construction manager serves as an agent for the District providing pre-construction and construction services. The District shall procure a general contractor, trade contractors, or subcontractors who will serve as the prime contractor for their specific portion of the work. The multiple trade contracts are held by the District and bonding is provided by each individual subcontractor.

Before or concurrently with selecting the agent the district shall select a architect or engineer to prepare the construction documents for the project

The district shall select the Construction Manager – Agent on the basis of demonstrated competence and qualifications, same manor as selection of engineers or architects.

Job Order Contracts – Education code 44.041 A school district may award job order contracts for the minor construction, repair, rehabilitation, or alteration of a facility if the work is of a recurring nature but the delivery times and quantities are indefinite and orders are awarded substantially on the basis of predescribed and prepriced tasks. Contractor Requirements - Government Code Subchapter B 2253.021 A governmental entity shall require the contractor, before beginning the work, to execute

A performance bond if the contract is in excess of $100,000 – Solely for the protection of the governmental entity awarding the contract; in the amount

of the contract and conditioned on the faithful performance of the work in accordance with plans and specifications

A payment bond if the contract is in excess of $25,000 – Solely for the protection and use of payment bond beneficiaries who have a direct

contractual relationship with the prime contractor or a subcontractor to supply public work labor or material and in the amount of the contract

Step Process for CSP/BID

Select professional services thru request for qualification statements (RFQ) for the architects and engineers

Design phase Advertise and send out competitive sealed proposals (CSP) or competitive bids (BID) Evaluate and Award Issue contract documents, obtain bonding and issue notice to proceed Begin Construction

Step Process for Design Build

Prepare Design Build RFQ packet, advertise and send out, evaluate responses and select team. Issue contract

Design phase If no in-house engineer or architect, hire independent architect or engineer as district

representative for the duration of work Obtain GMP Obtain bonding, issue notice to proceed and begin construction

Right to Reject Bid The District has the right to reject any or all bids.

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Competitive Bids This method is the recommended purchasing method that should be used for the procurement of goods and services. It is among the most complex method due to the detailed procurement management process required to arrive at an award and to the legal and procedural constraints that govern the process. Competitive Bids must be obtained: • If a purchase of personal property (except gasoline and produce) exceed $25,000. • If a construction, maintenance, renovation, or repair project exceeds $25,000. • If purchases for a federally funded child nutrition program exceeds $10,000. Competitive sealed proposals and request for proposals Competitive Sealed Proposal (CSP) and Request for Proposals (RFP) should be the preferred method when competitive sealed bidding is impractical. Though the process varies in evaluation and award of a contract due to the procurement situation, both methods should be used when detailed information is required beside cost to determine an award, such as: vendors performance capability; financial resources; qualifications of a firm; personnel that will be assigned to a project; and, vendor’s concept and approach to a project. That should provide full competition among participants. CSP’s and RFP’s should be considered when: • A plan for performing the services is needed. • The ability to perform such services as reflected by the technical training, education, experience, qualifications and ability of personnel are critical to the performance of the contract. • A fixed price or fee may not be required or is not the major consideration. Departments wanting to use the CSP or RFP method should contact Purchasing to insure that the process does not violate State Statutes. The following is a summary of when each method should be used: • Competitive Sealed Proposal method must and can only be used on construction contracts. • Request for Proposal method may be used when purchasing services or personal property. • In both cases, the evaluation and award criteria must be clearly stated in the terms and conditions

section of the Proposal. Agreement Participation in Interlocal Agreements provides the District a greater flexibility in the acquisition of good and services. Such arrangements would be bound by the Purchasing policies of each specific interlocal entity (organization). The purchasing processes should be clearly spelled out in an Interlocal Agreement. Departments wishing to purchase through an Interlocal Agreement should contact Purchasing Department. Design Build Design Build is a method by which the District contracts with an individual firm to design and construct. Like any other method, this method has its advantages and disadvantages, and departments considering using this method should contact the Purchasing Department. Award Awards are based on best value to the District.

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INFORMAL METHOD The competitive quotation process is used for making purchases involving dollar amounts less than $25,000, in the aggregate, for a twelve-month period when not available through an approved source. The purpose of competitive quotation procedures is to obtain the lowest practical prices for needed items. • Purchase orders between $1,000.00 and 9,999.00 need three price quotes from vendors. Requesting

campus/department must fill out the Price Quotation log sheet and attach it to the requisition. • Purchase orders between $10,000.00 - $24,999.00 must be obtained by the Purchasing department

through the RFCQ (request for competitive quotations) process. SEPARATE, SEQUENTIAL, OR COMPONENT PURCHASES When preparing requisitions, the requesting department must be aware that employees; shall not intentionally or knowingly make or authorize separate, sequential or component purchases to avoid the competitive bidding requirements. Component purchases means purchases of the component parts on an item that in normal purchasing practices would be made in one purchase. Separate purchases means purchases made separately of items that in normal purchasing practices would be made in one purchase. Sequential purchases means purchases over a period of items that in normal purchasing practices would be made in one purchase. Violation of this provision is a Class B or C misdemeanor. Conviction may result in confinement in a penitentiary, removal from office or dismissal from employment. Texas Education Code-Subchapter B. - Sec. 44.032. SOLE SOURCE PURCHASES Competitive bidding, formal or informal, is not required for purchases that are available from only one source provided it is:

An item for which competition is precluded because of a patent, copyright, secret process, or monopoly.

A film, manuscript, or book. A utility service, including gas or water. A captive replacement part or component for equipment The sole source exception does not apply to mainframe data processing equipment and peripheral

attachments with a single-item purchase price in excess of $15,000. Texas Education Code Subchapter B.-Sec. 44.032. (See Exhibit C)

PROFESSIONAL SERVICES The engagement or contract of any professional service, such as a licensed physician, optometrist, surgeon, architect, certified public accountant, land surveyor, registered engineer, or any group or association thereof may not be selected or award a contract for services on the basis of competitive bids, but shall be selected and awarded or engaged on the basis of demonstrative competence and qualifications for the type of professional services to be performed at a fair and reasonable price as long as professional fees are consistent and not higher than the published recommended practices and fees of the various applicable professional associations and do not exceed the maximum provided by any state law. In the procurement of professional services, such services shall be contracted on the basis of a two-step process. 1. Initial selection shall be based on the demonstrated competence and qualifications of the person,

including any firm who is to provide the services. 2. After a selection is made a contract shall be negotiated at a fair and reasonable price.

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If a contract is not negotiated with the most highly qualified person, negotiations shall be formally ended with that person and negotiations should begin with the second most highly qualified person. Negotiations shall be undertaken in the above sequence until a contract is made. Govt. code 2254 PRE-PAID PURCHASES No pre-payment for equipment or services will be allowed. EMERGENCY PURCHASES In emergency situations, the Superintendent may approve, to the extent permitted by law, the purchase of supplies, equipment, or services for less than $25,000 without the three-bid requirement. Such emergency purchases shall be disclosed to the Board at the next regularly scheduled Board meeting. EMERGENCY DAMAGE OR DESTRUCTION If school equipment, a school facility, or a part of a school facility or personal property is destroyed or severely damaged or, as a result of an unforeseen catastrophe or emergency, undergoes major operational or structural failure, and the Board determines that the delay posed by the methods provided for in Education Code 44.031 would prevent or substantially impair the conduct of classes or other essential school activities, then contracts for the replacement or repair of the equipment, school facility, or the part of the school facility may be made by methods other than those required by Education Code 44.031. Education Code 44.031(h) TELEPHONE PURCHASES All telephone orders may only be placed by the Purchasing Department after a purchase order is created. LEASE PURCHASE AGREEMENTS Leasing equipment is an option that should be considered when it is to the best interest of the District. If a department prefers to lease, the department should include in their requisition the reasons why a lease purchase is preferred. A comparative analysis between a lease purchase and an outright purchase is always very helpful and should be provided. Such comparison should include all operating costs related to the operations of the equipment for the term of the lease, including supplies, maintenance costs, and interest rates. Lease purchase requests should be submitted at least sixty days prior to the start of the contract. EQUIPMENT PURCHASES Equipment purchases are a result of the annual budget process. As departments prepared their budgets and submit them for approval, their equipment needs are separated and place in an equipment-prioritized list. Once the prioritized list is funded it becomes the “Equipment Approved List” from which departments prepare requisitions and submit them to Purchasing. Equipment needs during the rest of the year must be submitted through channels to the Assistant Superintendent of Finance. Once the equipment is approved, the equipment is purchased. COMPUTERS-HARDWARE, SOFTWARE AND MAINTENANCE Requests for computers and related equipment, such as software and maintenance must be coordinated and approved by the Technology Department regardless of funds used. Prior to preparing a requisition, a department should contact the Technology Department to discuss their needs. Once their needs are identified, a requisition should be prepared and submitted to the Technology Director for approval. Approved requisitions will be forwarded to Purchasing.

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USED EQUIPMENT PURCHASES No used equipment will be purchased. MAINTENANCE AND REPAIR SERVICES When a department needs to secure services for maintenance and/or repairs, the requisition should list the equipment needing service, service required and the estimate cost. Repairs to telephones, computers and related equipment should be coordinated with the Technology Department. Repairs to building; equipment attached to buildings such as air conditioning and heating, lighting, grounds, furniture and vehicles should be coordinated with the Maintenance Department. Repairs for all other office equipment should be coordinated with Purchasing.

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CHAPTER IV TYPES OF PURCHASING DOCUMENTS

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TYPES OF PURCHASING DOCUMENTS The procurement documents generally used are the standard purchase order, blanket purchase order, the small purchase order and change orders. In addition, individual contracts are executed for specific services such as construction, consulting and professional services, lease purchase and insurance. PURCHASE REQUISITION This document is completed by the originator, approved and signed by campus/department administrator to be used for inputting into the financial software to create a purchase order. (See Exhibit D) PURCHASE ORDER The purchase order creates a contractual obligation based on an offer from a vendor on agreed quantities and services that satisfy specifications terms and conditions usually at a firm fixed price. A signed purchase order is required prior to placing any order. (See Exhibit E) BLANKET PURCHASE ORDER Blanket Purchase Orders are used to set up periodic purchases for goods or services used frequently over a stated period of time or for the entire fiscal year. The requisition should indicate the total cost of the goods or services for the period of time requested. SMALL PURCHASE ORDER The Small Purchase Order is a short form of the standard purchase order and is used to purchase items locally with a value of less than $200.00. This form is a requisition, purchase order and a receiving report. It is intended to be used when departments need items expeditiously which are readily available locally. When a department requests a small purchase order, purchasing will issue the small purchase order to the department who will make arrangements to purchase and pick up the merchandise. (See Exhibit F) PRICE QUOTE LOG SHEET This document is completed by the originator to make at least three (3) cost comparisons (when available) before a requisition is submitted for purchases in the amount of $1,000 to $9,999 where an approved procurement source does not exist. (See Exhibit G) VENDOR COMPLAINT FORM This document is used when a campus/department has a problem with a vendor, as far as service, quality of product, delivery, substitutions, unjustified price increases, etc. as written proof that a problem exists. (See Exhibit H) VENDOR APPLICATION FORM This document is to be used when a company wishes to add themselves to the Master Vendor’s List. (See Exhibit I)

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CHAPTER V PROCEDURES FOR COMPLETING REQUISITIONS

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PROCEDURES FOR COMPLETING REQUISITION The requisition is a single document that is to be signed and approved by the appropriate personnel. PREPARING THE REQUISITIONS The information available when filing out a requisition varies from purchase to purchase. For example, for one requisition, a department may have a suggested vendor and ample description of the goods or services. While for another requisition, a department may not have a suggested vendor and very limited information of the goods and services required. In any event, it is essential to provide as much information as possible. Important Elements of a Requisition • Vendor’ name and Address - Supply this information if a department has a suggested vendor. It is

important that the name of the individual who represents the business and his phone number are included. This information is essential to the purchasing function when the suggested vendor needs to be contacted to confirm specifications and cost. If the department contacts more than one vendor, the information should be included on the remark section or on a separate attachment to the requisition. Special forms to submit this information are available from purchasing. If the requisition does not have a suggested vendor, this section should be left blank.

• Budget Account Number - The budget account number consists of a fund code, a department code,

and an object code. Restricted funds require special project code and object codes. In this space enter the budget account number corresponding to the funds the department wishes to use to purchase the goods and services desired. Requesters should only use those account numbers they are authorized to use. When using any other account, authorization should be obtained from the person authorized to use that account.

• Describing Your Order - Enter the quantity desired, specifying the unit of measure (each, dozen,

carton) and any related information such as item numbers or manufacture numbers. Writing complete specifications will expedite the purchase. The approval code should be included in the remark section of the requisition as well as any other special instructions and/or comments. The more information that is provided to purchasing, the less delay purchasing will encounter in processing an order. All requisitions must be approved (signature) by corresponding campus/department authorized personnel prior to inputting requisition. In instances when the requester is in doubt of signature authority, it is important that they consult with their supervisor for specific instructions on signature authority.

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CHAPTER VI THE PURCHASE ORDER

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PURCHASE ORDER The purchase order is the legal binding document that constitutes a final and entire agreement (contract) between a vendor’s offer and acceptance by the district. A Purchase Order authorizes the supplier to ship and to invoice the ordered goods. The purchase order is a six-part document, color coded, with copies to the Vendor (white), Purchasing (canary), Accounts Payable (blue), Shipping and Receiving (green) and the requesting department/campus (goldenrod) and (white) Fixed assets. Purchase Order Number The purchase order number is issued in sequence by the financial software. This number will never change and is identical to the number of the receiving report. When inquiring on a purchase order, departments should refer to number. ORDER DATE/REQUISITION NUMBER/FOB The purchasing department keys this information, except for the order date in when the purchase order is prepared. The order date is placed automatically. On the space indicated FOB, the district usually states “FOB Destination” meaning that title of goods does not pass to the district until received by central receiving. VENDOR This section has the vendor’s name and address and vendor number. ORDER INFORMATION Information on the description of goods, quantity and price per unit is entered in this section. Great care is placed on completing the order information correctly. Departments/Campuses should review this section and if a discrepancy is found, the departments/campuses should contact the Purchasing Department immediately. TERMS AND CONDITIONS The terms and conditions are self-explanatory and are addressed to the vendor to comply with. The terms and conditions are intended to protect the interest of the district. SIGNATURE To be a certified order, the purchase order needs to be signed by an authorized representative of the District. Signature authority is vested only on the Superintendent or his Designee. SMALL PURCHASE ORDER The small purchase order form is a four-part form (color-coded) for purchases of $200.00 or less. The small purchase order forms are issued at the purchasing office by the Purchasing Personnel. PROCEDURES TO COMPLETE SMALL PURCHASE ORDER FORM The small purchase order form (SPO) is intended to be a Requisition, Purchase Order and Receiving Report for purchases of $200.00 or less. The following procedures must be adhered to in order for this process to improve efficiency and effectiveness. • The SPO cannot be used for equipment purchases.

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• The SPO can only be used for local vendors. • The SPO form will be pre-numbered and assigned to departments is sequential order. • The Asst. Superintendent for Finance will determine which departments will use the SPO for

purchases. • The SPO form will consist of 4 parts. The first copy will be the vendor, the second copy for

Purchasing, the third copy is for Accounts Payable, and the fourth copy for the department. • The Purchasing Department shall issue the SPO in numerical sequence to departmental personnel, with

the vendor’s name, date, Department, account number and authorized signature/date. • The department personnel shall go to the vendor and give them the SPO number to be placed on an

“Original” payable copy of their invoice and pick up the merchandise. The person picking up the merchandise will sign & date the “Received By” section.

• The invoice/receipt, along with the SPO will be returned to the department’s secretary and the secretary will type in the items purchased, quantity, unit price, amount total from the invoice and forward the appropriate copies to the Purchasing and Accounting Department by the next business day.

• Any voided or canceled SPO’s shall be forwarded to the Purchasing Department. • The department personnel will not use the SPO for partial purchases since this procedure does not

allow for back orders. • All SPO’s must be approved by Department Heads. This system will save time for Accounting, Purchasing, and Shipping & Receiving and the departments using the SPO’s by expediting the process while reducing paperwork. It must be noted that the system will work best for all concerned, if when picking up the order, an “Original Invoice” is received and the SPO is forwarded to the Purchasing and Accounting Departments by the next working day.

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CHAPTER VII BOARD PURCHASING POLICIES

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POLICY CODE TITLECH LegalCH Local

CHE Legal CHE Local

BBFA LegalBBFA LocalBBFA Exhibit

BBFB Legal Ethics ‐ Prohibited Practices

DBD Legal DBD Local

CV LegalCV Local

CNB LegalCNB Local

BOARD PURCHASING POLICIES

Facilities Construction

Facilities Construction ‐ Design Build Contracts

Transportion Management ‐ District Vehicles

Purchasing & Acquisition

Purchasing & Acquisition ‐ Vendor Relations

Purchasing & Acquisition ‐ Payment Procedures

Purchasing & Acquisition ‐ Property & Improvements

Ethics ‐ Conflict of Interest Disclosures

Employment Requirements & Restrictions ‐ Conflict of Interest

CHF Legal

CHG Legal

CVC Legal

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CHAPTER VIII PROCUREMENT CODES

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EXHIBITS

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EXHIBIT A

Conflict of Interest Disclosure

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UIUISUU

CONFLICT OF INTEREST DISCLOSURE

1. Do you or someone in your immediate family (as defined by DEC local policy) own a business or have an interest in a business that has a vendor relationship with United Independent School District? Yes_______ No_______ Name of business and relationship: _________________________________________________ IF YES, PLEASE COMPLETE THE AFFIDAVIT: DISCLOSURE OF SUBSTANTIAL INTEREST IN A BUSINESS ENTITY. (Exhibit A in DBD Policy)

2. Do you or someone in your immediate family (as defined by DEC local policy) have an interest in

real property for which it is reasonably foreseeable that the UISD Board’s action might have a special economic effect on the value of the property distinguishable from its effect on the public? Yes_______ No_______

IF YES, PLEASE COMPLETE THE AFFIDAVIT: DISCLOSURE OF INTEREST IN REAL PROPERTY. (Exhibit A in DBD Policy)

3. Have you, within the last year, accepted from a vendor any gift, favor, service or other benefit

with a retail value of more than $25.00? Yes _____ No _______

If yes, explain circumstances and disclose name of vendor _______________________ ______________________________________________________________________

4. If you answered “Yes” to question number 3, did you report the gratuities to your supervisor within 72 hours? Yes_______ No_______

If no, please explain _____________________________________________________

I HEREBY ACKNOWLEDGE THAT THE ABOVE INFORMATION IS TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE. I HAVE RECEIVED A COPY OF POLICY DBD-CONFLICT OF INTEREST (LEGAL AND LOCAL) OR AT LEAST HAVE BEEN MADE AWARE OF THE POLICY. I AM AWARE THAT I SHOULD DISCLOSE TO THE SUPERINTENDENT OR DESIGNEE ANY SITUATION THAT INVOLVES A CONFLICT OF INTEREST OR POTENTIAL CONFLICT OF INTEREST THAT MAY ARISE DURING THE YEAR.

_________________ ___________________ ________________________ ______ Print Name Employee Signature Position/Campus or Dept. Date NOTE: Failure to complete this form will prevent the employee from being authorized to initiate and/or approve any

purchases within the United Independent School District.

Reviewed by Supervisor Authorized by Purchasing Director _______________________ ___________________________________

UISD Form 905-003

07-22-2008 Page 31 of 56

EXHIBIT B

Organizational Chart

Page 32 of 56

Organizational ChartOrganizational Chart

Director of

Purchasing

Purchasing Manager

Procurement Officer

Procurement Officer

Purchasing Assistant




Page 33 of 56

EXHIBIT C

Sole Source Affidavit

Page 34 of 56

To: Vendor Addressed

Re: Sole Source Affidavit

As per your request, we have enclosed a Sole Source Affidavit. To become a Sole Source Vendor you must meet the Texas School Law Bulletin Code, State Statue Number 3.2.3.6 Sole Source, as described below. State Statue # 3.2.3.6 Sole Source Selected purchases may be exempt from competitive procurement if they meet established criteria for a sole source purchase:

Identification and confirmation that competition in providing the item or product to be purchased is precluded by the existence of a patent, copyright, secret process or monopoly.

Sole source does not apply to mainframe dataprocessing equipment and peripheral attachments with a single item purchase price in excess of $15,000.

It is incumbent upon the district to obtain and retain documents from the vendor, which clearly delineates the reasons, which qualify the purchase to be made on a sole source basis.

To do business with the District as a Sole Source Vendor we must receive a notarized Sole Source Affidavit along with proof of your company being sole source. Please mail this information to:

United Independent School District Attn: Purchasing Department 3501 E. Saunders Laredo, Texas 78041

We reserve the right to decide if your company is indeed a qualified Sole Source Vendor for our District.

If you have any questions please feel free to contact us at 956 473‐7921 Sincerely,

Director of Purchasing Encl: Sole Source Affidavit

Page 35 of 56

UUNNIITTEEDD IINNDDEEPPEENNDDEENNTT SSCCHHOOOOLL DDIISSTTRRIICCTT SOLE SOURCE AFFIDAVIT

Before me, the undersigned official, on this day, personally appeared _______________________________________, a person known to me to be the person whose signature appears below, whom after being duly sworn upon his oath deposed and said: 1. My name is _______________________________________________, I am over the age of 18, have never been convicted of a crime and being competent to make the affidavit. 2. I am an authorized representative of the following company or firm: _______________________________________________________________________________________________________________________ 3. The above named company or firm is the sole source of the following item(s), and no other company or firm in the United States of America sales or distributes the product(s) listed below: ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 4. Competition in providing the above named item(s) or product is precluded by the existence of a patent, copyright, secret process, or monopoly. 5. There is/are no other like item(s) or product(s) available for purchase that would serve the same purpose or function and there is only one price for the above named item(s) or product(s) because of exclusive distribution or marketing rights. _________________________________________ _______________________________________ Signature of Authorized Official Title of Authorized Signature Affidavit will be valid for two (2) years from date subscribed and sworn. SUBSCRIBED AND SWORN to before me on this __________day of ___________, _________. (Seal) ___________________________________

Notary Public Signature Print Name: ______________________________

My Commission Expires: ___________________

COMPANY REQUESTING SOLE SOURCE STATUS PLEASE FILL OUT Company: __________________________________________________________________________________________ Address: _______________________________________________________________________________ City, State, and Zip: ______________________________________________________________________ Telephone Number: ____________________________ Fax: ____________________________________ Contact Person: _________________________________________________________________________ Email:__________________________________________________________________________________ Website:________________________________________________________________________________ Will payment for orders be sent to the address provided above? Y or N (If not, please provide payment address information: _____________________________________________________________________________________________________

Page 36 of 56

EXHIBIT D

Purchasing Requisition

Page 37 of 56

EXHIBIT E

Purchase Order

Page 40 of 56

EXHIBIT F

Small Purchase Order

Page 43 of 56

EXHIBIT G

Price Quote Log

Page 45 of 56

EXHIBIT H

Vendor Complaint Form

Page 47 of 56

Vendor Complaint Form

When you have a problem with any of the Vendors, as far as service, quality of product, deliveries, substitutions, unjustified price increases, etc., Please fill our the following form so that you will have written documentation for The Purchasing Department to show the Vendors.

Campus/Department: ____________________Principal/Director_____________________

Phone Number: ( ) _____________________

Date:____________Company:____________________Salesman:_____________________

Problem or Complaint:____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Was the company contacted? Yes_________________No:___________________________

If Yes: Date that the company was contacted: _______________________ Person that was contacted: ________________________________

What actions were taken by the company, or representative of the company, to correct the problem? ____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Was the problem handled in an appropriate and timely matter? Yes: _________No:_________ If no, please explain: ___________________________________________________________________________________________________________________________________________________________________________________________________________________________

Please Fax To: Purchasing Department From:___________________________ Fax No: (956) 473-7950 Fax Number: ( ) _____-___________

UISD Form 905-00410-06

Page 48 of 56

EXHIBIT I

Vendor Application Form

Page 49 of 56

**For purchases between $10,000 and $24,999, the District obtains quotes from approved vendors through the RFCQ (Request for Competitive Quotations) process.**For purchases of $25,000 or more, formal bids or proposals are solicited through newspaper advertisement. Bids are publicly opened and read aloud at a pre-announced time. **The Purchasing Office is responsible for soliciting formal bids for school district purchases of $25,000 or more in the aggregate in a 12 month period. With the exception of certain goods and services needed bythe Department of Construction Management and the Department of Food Services.

For non-approved vendors (approved through a formal bid process) the following applies:**For purchases valued at less than $1,000, quotations may be solicited by telephone. For purchases between $1,000 and $9,999 individual schools and administrative departments may solicitwritten quotations.**Individual schools make many small purchases throughout the year using activity funds. The Purchasing Office does not process those purchases.

INFORMATION FOR VENDORSUNITED INDEPENDENT SCHOOL DISTRICT

Service Center - Purchasing OfficeUnited Independent School District

UISD Purchasing Process

Vendors interested in providing products or services to UISD should contact the Purchasing Office at:

You must complete a Vendor Application to be placed on a bidder's list maintained by UISD. The enclosed application consists of general information and a listing of major commodity/service categories. Please review

the commodity/service list carefully and indicate which supplies and/or services you would be interested in supplying. The complete form should be returned by mail to the Purchasing Office at the address indicated

above.

You will receive bid invitations and quotation requests for the items you indicate. Please respond with a price offer or a "no bid". This will ensure that you remain our our bidder's list. If a response is not received your

company's name is subject to removal from the bidder's list.

Vendor Application

3501 E. Saunders Laredo, Texas 78041

Telephone: 956-473-7921Fax: 956-473-7950

Page 50 of 56

UNITED INDEPENDENT SCHOOL DISTRICT ________NEW APPLICATION ________ADD COMMODITIES 3501 E. SAUNDERS * LAREDO, TEXAS 78041 PHONE: (956) 473-7921 ________NAME AND/OR ADDRESS CHANGE ________DELETE COMMODITIES

FAX: (956) 473-7950Purchasing Use Only[ ] Added to Vendor's List Date Entered: ______________________

NAME OF COMPANY PHONE: FAX:

MAILING ADDRESS FOR BIDDING FORMS AND PURCHASE ORDERS MAILING ADDRESS FOR PAYMENT (IF DIFFERENT FROM PREVIOUS)

WEBSITE ADDRESS:

TYPE OF ORGANIZATION (CHECK ONE) FEDERAL I.D. #

(A) PRESIDENT/OWNER (B) VICE PRESIDENT

PERSONS OF CONCERNS AUTHORIZED TO SIGN BIDS AND CONTRACTS IN YOUR NAME (IF AGENT, SO SPECIFY)

NAMES OF OFFICERS, MEMBERS OR OWNERS OF CONCERN, PARTNERSHIP, ETC.

OFFICIAL CAPACITY

INDIVIDUAL PARTNERSHIP CORPORATIONYEARS IN BUSINESS:

NAME

ALL ANSWERS SHOULD BE TYPED OR PRINTED

VENDOR BID APPLICATION

E-MAIL:

DATE OF APPLICATION

AMOUNT

I CERTIFY THAT THE INFORMATION SUPPLIED HEREIN (INCLUDING ALL PAGES ATTACHED) IS CORRECT AND THAT NEITHER THE APPLICANT NOR ANY PERSON (OR CONCERN) IN ANY CONNECTION WITH THE APPLICANT AS A PRINCIPAL OR OFFICER, SO FAR AS IS KNOWN, IS NOW DEBARRED OR OTHERWISE DECLARED

INELIGIBLE BY ANY PUBLIC AGENCY FROM BIDDING FOR FURNISHING MATERIALS, SUPPLIES OR SERVICES TO ANY AGENCY THEREOF.

____________________________________________SIGNATURE OF AUTHORIZED PERSON

____________________________________________NAME OF TITLE (PLEASE TYPE OR PRINT)

3

4

5

2

INSURANCE COMPANY

PERSONS TO CONTACT ON MATTERS CONCERNING BIDS AND CONTRACTS (IF AGENT , SO SPECIFY )

INSURANCE INFORMATION (LIST COVERAGE AMOUNT AND COMPANY NAME) PHONETYPE OF INSURANCE

6

PLEASE LIST COMMODITY(S) AND /OR SERVICES ON WHICH YOU DESIRE TO BID

1

(IF ADDITIONAL SPACE NEEDED LIST COMMODITY CODES ONLY)

11

PUBLIC LIABILITY

WORKERS COMPENSATION

PROPERTY DAMAGE

12

13

14

15

7

8

10

9

NAME OF TITLE (PLEASE TYPE OR PRINT)

Page 51 of 56

CODE COMMODITY DESCRIPTION CODE COMMODITY DESCRIPTION

005 ABRASIVES 155BUILDINGS AND STRUCTURES: FABRICATED AND PREFABRICATED

010 ACOUSTICAL TILE, INSULATING MATERIALS, AND SUPPLIES 160BUTCHER SHOP AND MEAT PROCESSING EQUIPMENT

015ADDRESSING, COPYING, MIMEOGRAPH, AND SPIRIT DUPLICATING MACHINE SUPPLIES: CHEMICALS, INKS, PAPER, ETC. 165

CAFETERIA AND KITCHEN EQUIPMENT, COMMERCIAL

019AGRICULTURAL CROPS AND GRAINS INCLUDING FRUITS, MELONS, NUTS, AND VEGETABLES 175

CHEMICAL LABORATORY EQUIPMENT AND SUPPLIES

020 AGRICULTURAL EQUIPMENT, IMPLEMENTS, AND ACCESSORIES 180QUANTITIES PRIMARILY FOR MANUFACTURING JANITORIAL AND LAUNDRY PRODUCTS)

022 AGRICULTURAL EQUIPMENT AND IMPLEMENT PARTS 190CHEMICALS AND SOLVENTS, COMMERCIAL (IN BULK)

025 AIR COMPRESSORS AND ACCESSORIES 192CLEANING COMPOSITIONS, DETERGENTS, SOLVENTS, AND STRIPPERS - PREPACKAGED

031AIR CONDITIONING, HEATING, AND VENTILATING EQUIPMENT, PARTS AND ACCESSORIES 193

(BLOOD GROUPING, DIAGNOSTIC, DRUG MONITORING, ETC.)

035 AIRCRAFT AND AIRPORT EQUIPMENT, PARTS, AND SUPPLIES 195CLOCKS, WATCHES, TIMEPIECES, JEWELRY AND PRECIOUS STONES

037 AMUSEMENT, DECORATIONS, ENTERTAINMENT, GIFTS, TOYS, ETC. 200CLOTHING: ATHLETIC, CASUAL, DRESS, UNIFORM, WEATHER AND WORK RELATED

040ANIMALS, BIRDS, MARINE LIFE, AND POULTRY, LIVE (INCLUDING ACCESSORY ITEMS) 201

CLOTHING ACCESSORIES (SEE CLASS 800 FOR SHOES AND BOOTS)

045 APPLIANCES AND EQUIPMENT, HOUSEHOLD TYPE 204COMPUTER HARDWARE AND PERIPHERALS FOR MICROCOMPUTERS

050 ART EQUIPMENT AND SUPPLIES 206COMPUTER HARDWARE AND PERIPHERALS FOR MINI AND MAIN FRAME COMPUTERS

052 ART OBJECTS 207 COMPUTER ACCESSORIES AND SUPPLIES

055AUTOMOTIVE ACCESSORIES FOR AUTOMOBILES, BUSES, TRAILERS, TRUCKS, ETC. 208

COMPUTER SOFTWARE FOR MICROCOMPUTERS (PREPROGRAMMED)

060 AUTOMOTIVE AND TRAILER EQUIPMENT AND PARTS 209COMPUTER SOFTWARE FOR MINI AND MAINFRAME COMPUTERS (PREPROGRAMMED)

065 AUTOMOTIVE AND TRAILER BODIES, BODY ACCESSORIES, AND PARTS 210PILINGS, SEPTIC TANKS, ACCESSORIES AND SUPPLIES

070AUTOMOTIVE VEHICLES AND RELATED TRANSPORTATION EQUIPMENT (INCLUDING TRAILERS) 220

MONITORING, AND RECORDING INSTRUMENTS AND SUPPLIES

071AUTOMOBILES, SCHOOL BUSES, SUVS, AND VANS (INCLUDING DIESEL, GASOLINE, ELECTRIC, HYBRID, AND ALL OTHER FUEL TYPES) 225

COOLERS, DRINKING WATER (WATER FOUNTAINS)

072 TRUCKS (Incl. Diesel, Gasoline, Electric, Hybrid, and Alternative Fuel Units) 232 CRAFTS, GENERAL

073 TRAILERS 233 CRAFTS, SPECIALIZED

075 AUTOMOTIVE SHOP AND RELATED EQUIPMENT AND SUPPLIES 240CUTLERY, COOKWARE, DISHES, GLASSWARE, SILVERWARE, UTENSILS, AND SUPPLIES

080BADGES, AWARDS, EMBLEMS, NAME TAGS AND PLATES, JEWELRY, ETC. 245 DAIRY EQUIPMENT AND SUPPLIES

085 BAGS, BAGGING, TIES, AND EROSION SHEETING, ETC. 250 DATA PROCESSING CARDS AND PAPER

090 BAKERY EQUIPMENT, COMMERCIAL 255 DECALS AND STAMPS

095 BARBER AND BEAUTY SHOP EQUIPMENT AND SUPPLIES 257DEFENSE SYSTEM AND HOMELAND SECURITY EQUIPMENT, WEAPONS AND ACCESSORIES

100 BARRELS, DRUMS, KEGS, AND CONTAINERS 260 DENTAL EQUIPMENT AND SUPPLIES

105 BEARINGS (SEE CLASS 060 FOR WHEEL BEARINGS) 265MATERIAL (INCLUDING AUTOMOBILE UPHOLSTERY)

110 BELTS AND BELTING: AUTOMOTIVE AND INDUSTRIAL 269 DRUGS AND PHARMACEUTICALS

115 BIOCHEMICALS, RESEARCH 271DRUG AND FEEDING ADMINISTRATION, INFUSION, AND IRRIGATION EQUIPMENT AND SUPPLIES

120 BOATS, MOTORS, AND MARINE EQUIPMENT 279EIGHTEENTH (18TH) CENTURY REPRODUCTION GOODS

125 BOOKBINDING SUPPLIES 280ELECTRICAL CABLES AND WIRES (NOT ELECTRONIC)

135BRICKS, CLAY, REFRACTORY MATERIALS, STONE, AND TILE PRODUCTS 285

ELECTRICAL EQUIPMENT AND SUPPLIES (EXCEPT CABLE AND WIRE)

140BROOM, BRUSH, AND MOP MANUFACTURING MACHINERY AND SUPPLIES 287

AND ACCESSORIES (SEE CLASS 730 FOR TESTING OR ANALYZING TYPE)

145 BRUSHES (SEE CLASS 485 FOR JANITORIAL TYPE) 290ENERGY COLLECTING EQUIPMENT AND ACCESSORIES: SOLAR AND WIND

150 BUILDER'S SUPPLIES 295ELEVATORS, ESCALATORS, AND MOVING WALKS (BUILDING TYPE)

PLEASE LIST COMMODITY(S) ON APPLICATION, IF ADDITIONAL SPACE IS NEEDED PLEASE LIST COMMODITY CODES ONLY.

COMMODITY LIST

Page 52 of 56


305ENGINEERING AND ARCHITECTURAL EQUIPMENT, SURVEYING EQUIPMENT, DRAWING INSTRUMENTS, AND SUPPLIES 495

SUPPLIES: BIOLOGY, BOTANY, GEOLOGY, MICROBIOLOGY, ZOOLOGY, ETC.

310ENVELOPES, PLAIN (SEE CLASSES 525, 615, 640, 655, 665, AND 966 FOR OTHER TYPES) 500

LAUNDRY AND DRY CLEANING EQUIPMENT, ACCESSORIES, AND SUPPLIES, COMMERCIAL

312 ENVIRONMENTAL PROTECTIVE EQUIPMENT (INSIDE AND OUTSIDE) 505LAUNDRY AND DRY CLEANING COMPOUNDS, DETERGENTS, AND SUPPLIES

315EPOXY BASED FORMULATIONS FOR ADHESIVES, COATINGS, AND RELATED AGENTS 510 LAUNDRY TEXTILES AND SUPPLIES

318 FARE COLLECTION EQUIPMENT AND SUPPLIES 515ACCESSORIES (SEE CLASS 020 FOR AGRICULTURAL TYPES)

320FASTENERS: BOLTS, NUTS, PINS, RIVETS, SCREWS, ETC. (INCL. PACKAGING, STRAPPING AND TYING EQUIPMENT AND SUPPLIES) 520

LEATHER AND SHOE ACCESSORIES, EQUIPMENT, AND SUPPLIES

325FEED, BEDDING, VITAMINS AND SUPPLEMENTS FOR ANIMALS (SEE CLASS 875 FOR DRUGS AND PHARMACEUTICALS FOR ANIMALS) 525

LIBRARY AND ARCHIVAL EQUIPMENT, MACHINES, AND SUPPLIES

330 FENCING 530LUGGAGE, BRIEF CASES, PURSES AND RELATED ITEMS

335 FERTILIZERS AND SOIL CONDITIONERS 540 LUMBER, SIDING, AND RELATED PRODUCTS

340 FIRE PROTECTION EQUIPMENT AND SUPPLIES 545 MACHINERY AND HARDWARE, INDUSTRIAL

345FIRST AID AND SAFETY EQUIPMENT AND SUPPLIES (EXCEPT NUCLEAR AND WELDING) 550

MARKERS, PLAQUES AND TRAFFIC CONTROL DEVICES

350 FLAGS, FLAG POLES, BANNERS, AND ACCESSORIES 553 MANUFACTURING COMPONENTS AND SUPPLIES

360FLOOR COVERING, FLOOR COVERING INSTALLATION AND REMOVAL EQUIPMENT, AND SUPPLIES 555

METAL, PAPER, AND PLASTIC STENCILS AND STENCILING DEVICES

365 FLOOR MAINTENANCE MACHINES, PARTS, AND ACCESSORIES 556 MASS TRANSPORTATION - TRANSIT BUS

370 FOOD PROCESSING AND CANNING EQUIPMENT AND SUPPLIES 557MASS TRANSPORTATION - TRANSIT BUS ACCESSORIES AND PARTS

375 FOODS: BAKERY PRODUCTS (FRESH) 558MASS TRANSPORTATION - RAIL VEHICLES AND SYSTEMS

380 FOODS: DAIRY PRODUCTS (FRESH) 559MASS TRANSPORTATION - RAIL VEHICLE PARTS AND ACCESSORIES

385 FOODS, FROZEN 560MATERIAL HANDLING, CONVEYORS, STORAGE EQUIPMENT AND ACCESSORIES

390 FOODS: PERISHABLE 565MATTRESS AND PILLOW MANUFACTURING MACHINERY AND SUPPLIES

393 FOODS: STAPLE GROCERY AND GROCER'S MISCELLANEOUS ITEMS 570STRUCTURAL SHAPES, TUBING, AND FABRICATED ITEMS

395FORMS, CONTINUOUS: COMPUTER PAPER, FORM LABELS, SNAP-OUT FORMS, AND FOLDERS FOR FORMS 575

MICROFICHE AND MICROFILM EQUIPMENT, ACCESSORIES, AND SUPPLIES

400 FOUNDRY CASTINGS, EQUIPMENT, AND SUPPLIES 578MISCELLANEOUS PRODUCTS (NOT OTHERWISE CLASSIFIED)

405 FUEL, OIL, GREASE AND LUBRICANTS 580MUSICAL INSTRUMENTS, ACCESSORIES, AND SUPPLIES

410 FURNITURE: HEALTH CARE, HOSPITAL AND/OR DOCTOR'S OFFICE 590NOTIONS AND RELATED SEWING ACCESSORIES AND SUPPLIES

415 FURNITURE: LABORATORY 593NUCLEAR EQUIPMENT COMPONENTS, ACCESSORIES AND SUPPLIES

420FURNITURE: CAFETERIA, CHAPEL, DORMITORY, HOUSEHOLD, LIBRARY, LOUNGE, SCHOOL 595

NURSERY (PLANTS) STOCK, EQUIPMENT, AND SUPPLIES

425 FURNITURE: OFFICE 600OFFICE MACHINES, EQUIPMENT, AND ACCESSORIES

430GASES, CONTAINERS, EQUIPMENT: LABORATORY, MEDICAL, AND WELDING 605

OFFICE MECHANICAL AIDS, SMALL MACHINES, AND APPARATUSES

435GERMICIDES, CLEANERS, AND RELATED SANITATION PRODUCTS FOR HEALTH CARE PERSONNEL 610

OFFICE SUPPLIES: CARBON PAPER AND RIBBONS, ALL TYPES

440 GLASS AND GLAZING SUPPLIES 615 OFFICE SUPPLIES, GENERAL

445HAND TOOLS (POWERED AND NON-POWERED), ACCESSORIES AND SUPPLIES 620

OFFICE SUPPLIES: ERASERS, INKS, LEADS, PENS, PENCILS, ETC.

450 HARDWARE AND RELATED ITEMS 625OPTICAL EQUIPMENT, ACCESSORIES, AND SUPPLIES

460HOSE, ACCESSORIES, AND SUPPLIES: INDUSTRIAL, COMMERCIAL, AND GARDEN 630

PAINT, PROTECTIVE COATINGS, VARNISH, WALLPAPER, AND RELATED PRODUCTS

465 HOSPITAL AND SURGICAL EQUIPMENT, INSTRUMENTS, AND SUPPLIES 635 PAINTING EQUIPMENT AND ACCESSORIES

470HOSPITAL, NURSING HOME OR RESIDENTIAL SPECIALIZED EQUIPMENT FOR THE HANDICAPPED AND DISABLED 640 PAPER AND PLASTIC PRODUCTS, DISPOSABLE

475HOSPITAL, SURGICAL, AND MEDICAL RELATED ACCESSORIES AND SUNDRY ITEMS 645 PAPER (FOR OFFICE AND PRINT SHOP USE)

485 JANITORIAL SUPPLIES, GENERAL LINE 650PARK, PLAYGROUND, RECREATIONAL AREA AND SWIMMING POOL EQUIPMENT AND SUPPLIES

490LABORATORY EQUIPMENT, ACCESSORIES AND SUPPLIES: GENERAL ANALYTICAL AND RESEARCH FOR NUCLEAR, OPTICAL, AND PHYSICAL 652

PERSONAL HYGIENE AND GROOMING EQUIPMENT AND SUPPLIES

Page 53 of 56


493LABORATORY EQUIPMENT, ACCESSORIES, AND SUPPLIES: BIOCHEMISTRY, CHEMISTRY, ENVIRONMENTAL SCIENCE, ETC. 655

SUPPLIES (NOT GRAPHIC ARTS, MICROFILM, AND X-RAY)

658 PIPE, TUBING, AND ACCESSORIES (NOT FITTINGS) 830MATERIALS): MOBILE, PORTABLE, STATIONARY, AND UNDERGROUND TYPES

659 PIPE AND TUBING FITTINGS 832TAPE (NOT DATA PROCESSING, MEASURING, OPTICAL, SEWING, SOUND, OR VIDEO)

660 PIPES, TOBACCOS, SMOKING ACCESSORIES; ALCOHOLIC BEVERAGES 838TELECOMMUNICATION EQUIPMENT, ACCESSORIES AND SUPPLIES

665LAMINATING, AND MOLDING EQUIPMENT, ACCESSORIES, AND SUPPLIES 839

TELEPHONE EQUIPMENT, ACCESSORIES AND SUPPLIES

670 PLUMBING EQUIPMENT, FIXTURES, AND SUPPLIES 840 TELEVISION EQUIPMENT AND ACCESSORIES

675 POISONS: AGRICULTURAL AND INDUSTRIAL 845FOR ELECTRICAL OR ELECTRONIC MEASUREMENTS)

680 POLICE AND PRISON EQUIPMENT AND SUPPLIES 850TEXTILES, FIBERS, HOUSEHOLD LINENS, AND PIECE GOODS

685 POULTRY EQUIPMENT AND SUPPLIES 855 THEATRICAL EQUIPMENT AND SUPPLIES

690 POWER GENERATION EQUIPMENT, ACCESSORIES, AND SUPPLIES 860TICKETS, COUPON BOOKS, SALES BOOKS, STRIP BOOKS, ETC.

691POWER TRANSMISSION EQUIPMENT (ELECTRICAL, MECHANICAL, AIR AND HYDRAULIC) 863

TIRES AND TUBES (INCL. RECAPPED/RETREADED TIRES)

700 PRINTING PLANT EQUIPMENT AND SUPPLIES (EXCEPT PAPER) 864 TRAIN CONTROLS, ELECTRONIC

710PROSTHETIC DEVICES, HEARING AIDS, AUDITORY TESTING EQUIPMENT, ELECTRONIC READING DEVICES, ETC. 865 TWINE AND STRING

715PUBLICATIONS, AUDIOVISUAL MATERIALS, BOOKS, TEXTBOOKS (PREPARED MATERIALS ONLY) 870 VENETIAN BLINDS, AWNINGS, AND SHADES

720 PUMPING EQUIPMENT AND ACCESSORIES 875CLASS 325 FOR VITAMINS AND SUPPLEMENTS FOR ANIMALS)

725EQUIPMENT, ACCESSORIES, AND SUPPLIES (SEE CLASS 840 FOR TELEVISION EQUIPMENT) 880

VISUAL EDUCATION EQUIPMENT AND SUPPLIES (EXCEPT PROJECTION LAMPS -SEE CLASS 285)

726 RADIO COMMUNICATION EQUIPMENT, ACCESSORIES AND SUPPLIES 883 VOICE RESPONSE SYSTEMS

730MEASURING, AND ANALYZING EQUIPMENT, ACCESSORIES AND SUPPLIES 885

WATER AND WASTEWATER TREATING CHEMICALS

735 RAGS, SHOP TOWELS, AND WIPING CLOTHS 890TREATMENT, AND RELATED EQUIPMENT (NOT FOR AIR CONDITIONING, STEAM BOILER, OR

740 REFRIGERATION EQUIPMENT AND ACCESSORIES 895 WELDING EQUIPMENT AND SUPPLIES

745 ROAD AND HIGHWAY BUILDING MATERIALS (ASPHALTIC) 898X-RAY AND OTHER RADIOLOGICAL EQUIPMENT AND SUPPLIES (MEDICAL)

750 ROAD AND HIGHWAY BUILDING MATERIALS (NOT ASPHALTIC) 905 AIRCRAFT AND AIRPORT OPERATIONS SERVICES

755ROAD AND HIGHWAY ASPHALT AND CONCRETE HANDLING AND PROCESSING EQUIPMENT 906 ARCHITECTURAL SERVICES, PROFESSIONAL

760ROAD AND HIGHWAY EQUIPMENT: EARTH HANDLING, GRADING, MOVING, PACKING, ETC. 907

ARCHITECTURAL AND ENGINEERING SERVICES, NON-PROFESSIONAL

765ROAD AND HIGHWAY EQUIPMENT (EXCEPT EQUIPMENT IN CLASSES 755 AND 760) 908 BOOKBINDING AND REPAIRING SERVICES

770 ROOFING MATERIALS AND SUPPLIES 909BUILDING CONSTRUCTION SERVICES, NEW (INCL. MAINTENANCE AND REPAIR SERVICES)

775 SALT (SODIUM CHLORIDE) (SEE CLASS 393 FOR TABLE SALT) 910BUILDING MAINTENANCE, INSTALLATION AND REPAIR SERVICES

780SCALES AND WEIGHING APPARATUS (SEE 175-08 FOR LABORATORY BALANCES) 912

CONSTRUCTION SERVICES, GENERAL (INCL. MAINTENANCE AND REPAIR SERVICES)

785 SCHOOL EQUIPMENT, TEACHING AIDS, AND SUPPLIES 913CONSTRUCTION SERVICES, HEAVY (INCL. MAINTENANCE AND REPAIR SERVICES)

790 SEED, SOD, SOIL, AND INOCULANTS 914CONSTRUCTION SERVICES, TRADE (NEW CONSTRUCTION)

795 SEWING AND TEXTILE MACHINERY AND ACCESSORIES 915COMMUNICATIONS AND MEDIA RELATED SERVICES

800 SHOES AND BOOTS 918 CONSULTING SERVICES

801SIGNS, SIGN MATERIALS, SIGN MAKING EQUIPMENT, AND RELATED SUPPLIES 920

DATA PROCESSING, COMPUTER, PROGRAMMING, AND SOFTWARE SERVICES

803SOUND SYSTEMS, COMPONENTS, AND ACCESSORIES: GROUP INTERCOM, MUSIC, PUBLIC ADDRESS, ETC. 924 EDUCATIONAL/TRAINING SERVICES

804 SPACECRAFTS, ACCESSORIES AND COMPONENTS 925 ENGINEERING SERVICES, PROFESSIONAL

805SPORTING GOODS, ATHLETIC EQUIPMENT AND ATHLETIC FACILITY EQUIPMENT 926 ENVIRONMENTAL AND ECOLOGICAL SERVICES

810SPRAYING EQUIPMENT (EXCEPT HOUSEHOLD, NURSERY PLANT, AND PAINT) 928

SERVICES FOR AUTOMOBILES, TRUCKS, TRAILERS, TRANSIT BUSES AND OTHER

815 STEAM AND HOT WATER FITTINGS, ACCESSORIES, AND SUPPLIES 929SERVICES FOR AGRICULTURAL, CONSTRUCTION, HEAVY INDUSTRIAL, MATERIAL HANDLING, AND

Page 54 of 56


820 STEAM AND HOT WATER BOILERS AND STEAM HEATING EQUIPMENT 931SERVICES FOR APPLIANCE, ATHLETIC, CAFETERIA, FURNITURE, MUSICAL INSTRUMENTS,

825 STOCKMAN EQUIPMENT AND SUPPLIES 934SERVICES FOR LAUNDRY, LAWN, PAINTING, PLUMBING, AND SPRAYING EQUIPMENT

936EQUIPMENT MAINTENANCE AND REPAIR SERVICES FOR GENERAL EQUIPMENT 965

PHOTOENGRAVING, AND PREPARATION OF MATS, NEGATIVES AND PLATES

938EQUIPMENT MAINTENANCE AND REPAIR SERVICES FOR HOSPITAL, LABORATORY, AND TESTING EQUIPMENT 966 PRINTING AND TYPESETTING SERVICES

939EQUIPMENT MAINTENANCE AND REPAIR SERVICES FOR COMPUTERS, OFFICE, PHOTOGRAPHIC, AND RADIO/TELEVISION EQUIPMENT 967 PRODUCTION AND MANUFACTURING SERVICES

940EQUIPMENT MAINTENANCE, REPAIR, CONSTRUCTION, AND RELATED SERVICES FOR RAILROADS 968 PUBLIC WORKS AND RELATED SERVICES

941EQUIPMENT MAINT, REPAIR, AND RELATED SERVICES FOR POWER GENERATION AND TRANSMISSION EQUIP. 971 REAL PROPERTY RENTAL OR LEASE

944 FARMING AND RANCHING SERVICES, ANIMAL AND CROP 975AIRCRAFT, AIRPORT, AUTOMOTIVE, MARINE, AND HEAVY EQUIPMENT

945FISHING, HUNTING, TRAPPING, GAME PROPAGATION, AND RELATED SERVICES 977

CAFETERIA, FILM, FURNITURE, HARDWARE, MUSICAL, SEWING, AND WINDOW AND FLOOR

946 FINANCIAL SERVICES 979HOSPITAL, LABORATORY, PRECISION INSTRUMENTS, REFRIGERATION, SCALES, AND

947 FORESTRY SERVICES 981(HVAC, ATHLETIC, FIRE AND POLICE PROTECTION, ETC.)

948 HEALTH RELATED SERVICES (FOR HUMAN SERVICES SEE CLASS 952) 983JANITORIAL, LAUNDRY, LAWN, PAINTING, SPRAYING, LABORATORY AND TEXTILE

952 HUMAN SERVICES 984DATA PROCESSING, AND WORD PROCESSING EQUIPMENT

953 INSURANCE AND INSURANCE SERVICES ( ALL TYPES) 985PHOTOGRAPHIC, PRINTING, RADIO/TELEVISION/TELEPHONE EQUIPMENT

954 LAUNDRY AND DRY CLEANING SERVICES 988ROADSIDE, GROUNDS, RECREATIONAL AND PARK AREA SERVICES

956 LIBRARY SERVICES (INCL. RESEARCH AND SUBSCRIPTION SERVICES) 989SAMPLING AND SAMPLE PREPARATION SERVICES (FOR TESTING)

958 MANAGEMENT SERVICES 990SERVICES (INCLUDING DISASTER DOCUMENT RECOVERY)

959MARINE CONSTRUCTION AND RELATED SERVICES; MARINE EQUIPMENT MAINTENANCE AND REPAIR 992 TESTING AND CALIBRATION SERVICES

961 MISCELLANEOUS SERVICES, NO. 1 (NOT OTHERWISE CLASSIFIED) 998 SALE OF SURPLUS AND OBSOLETE ITEMS

962 MISCELLANEOUS SERVICES, NO. 2 (NOT OTHERWISE CLASSIFIED)

963 NON-BIDDABLE MISCELLANEOUS ITEMS

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ITEM DESCRIPTION ITEM DESCRIPTION 1 ADM. SERVICES FOR CAFETERIA PLAN & TAX SHELTER ANNUITIES 60 I.P. TELEPHONY FOR SPORTS COMPLEX (VARIES)2 ALUMINUM SIGNS 61 INCENTIVES3 ANNUAL FINANCIAL AUDIT INSPECTION AND MAINTENANCE OF FIRE EXTINGUISHERS 4 ASPHALT MATERIALS AND ANSUL FIRE SUPPRESSION SYSTEM 5 ATHLETIC SUPPLIES 63 IRRIGATION PARTS AND SUPPLIES6 ATHLETIC TURF CARE MAINTENANCE 64 LANDSCAPING FOR UISD SCHOOLS7 AUTOMOTIVE REPAIRS 65 LIBRARY BOOKS / MATERIALS8 AUTOMOTIVE SUPPLIES 66 LONG DISTANCE SERVICE9 AWARD / TROPHIES AND RIBBONS 67 MAGAZINES / PERIODICALS10 AWARD JACKETS 68 MAINTENANCE & REPAIRS ON MULTIMEDIA CABLING 11 BACKHOE LOADER MAINTENANCE CONTRACT FOR LINE PRINTERS 12 BAND EQUIPMENT & OPTICAL DATA SCANNERS 13 BAND INSTRUMENT REPAIRS 70 MASONRY MATERIALS14 BAND SUPPLIES 71 MICROGRAPHIC SERVICES AND IMAGING SOFTWARE 15 BAND UNIFORMS 72 HARDWARE SUPPLIES16 BLEACHER MAINTENANCE SERVICE CONTRACT 73 MILK AND JUICE17 BREAD 74 MISCELLANEOUS METAL MATERIALS18 BROADCASTING EQUIPMENT/COMMUNICATIONS 75 MOLD REMEDIATION SERVICES 19 BUS /VEHICLE REPAIRS & SERVICES 76 MONITORING OF FIRE AND SECURITY ALARM SYSTEMS 20 BUS / VEHICLE SERVICE PROVIDERS 77 NETWORK EQUIPMENT AND DATA CABLING SERVICES 21 CAMERAS & SURVEILLANCE EQUIPMENT PARTS & SERVICES 78 NURSING SUPPLIES22 CHARTER BUS SERVICES 79 OFFICE PORTABLE BUILDING 23 CHEERLEADING AND DANCE UNIFORMS AND SUPPLIES 80 OFFICE SUPPLIES24 CLEANING OF FOOD SERVICE GREASE TRAPS 81 PAINTS AND PAINT SUPPLIES

COMPREHENSIVE INDOOR AIR QUALITY INVESTIGATIONS 82 PLUMBING SUPPLIESASSESSMENTS, AND MANAGEMENT SERVICES 83 PORTABLE BUILDINGS

26 CONCRETE MATERIALS 84 PRINTERS & FILE SERVERS27 CONSTRUCTION SUPPLIES 85 PRINTING SERVICES28 CORN AND FLOUR TORTILLAS 86 PROPERTY & CASUALTY INSURANCE29 COUNSELING MATERIALS/TEACHING AIDS PUBLIC ANNOUNCEMENT SYSTEM PARTS 30 DISPOSABLE FOOD TRAYS AND WALL CLOCKS 31 DISTRICT WIDE CELLULAR PHONES AND PAGERS PURCHASE/LEASE COMPUTERS, LASER & 32 DISTRICT WIDE FLOOR MATS FILE SERVERS33 DISTRICT WIDE PEST CONTROL 89 RELOCATION OF PORTABLE BUILDINGS34 DISTRICT WIDE UNIFORMS 90 REPAIR OF CUSTODIAL EQUIPMENT35 DRINKING WATER 91 ROOFING MAINTENANCE & SUPPLIES36 DRY CLEANING OF BAND UNIFORMS 92 SAFETY EQUIPMENT & SUPPLIES 37 ELECTRICAL SUPPLIES 93 SAFETY FOOTWEAR38 ELEVATOR MAINTENANCE 94 SAND / SELECT FILL / PEA GRAVEL MATERIALS39 EMAIL CONTENT ARCHIVING SOFTWARE SERVICES 95 SCHOOL BUSES40 EMPLOYEE BENEFITS INSURANCE CONSULTING SERVICES 96 SECURITY OFFICER SERVICES41 ENGINEERING SERVICES 97 SHEET MUSIC & RELATED ITEMS42 FENCING MATERIALS, SUPPLIES AND INSTALLATION 98 SMALL ENGINE PARTS AND REPAIRS43 FILM PROCESSING 99 SOFTWARE / HARDWARE44 FINANCIAL ADVISOR SERVICES 100 STEREO EQUIPMENT45 FIRE ALARM PARTS 101 STUDENT CODE OF CONDUCT & STUDENT HANDBOOK46 FIRE SECURITY ALARM & PA SYSTEMS SUPPLIES/ PARTS 47 FIRE SPRINKLER SERVICE & REPAIRS48 FLOOR FINISH SUPPLIES AND INSTALLATION 103 STUDENT EXTRA CURRICULAR INSURANCE49 FOOD BAGGING SUPPLIES 104 STUDENT PLANNERS50 FOOD SERVICE STORAGE RACK SYSTEM 105 STUDENT STANDARDIZED DRESS CODE51 GROCERIES /GENERAL MERCHANDISE 106 SUMMER READING TAKE HOME BOOK BAGS52 GYM FLOOR MAINTENANCE 107 TIRES53 HARDWARE SUPPLIES 108 TWO-WAY RADIOS 54 HEAVY EQUIPMENT RENTAL SERVICES 109 VOLUNTARY GROUP DENTAL INSURANCE55 HEAVY EQUIPMENT REPAIRS 110 VOLUNTARY GROUP LIFE INSURANCE56 HVAC CONTROL REPAIRS 111 VOLUNTARY GROUP VISION INSURANCE57 HVAC EQUIPMENT AND SUPPLIES AND 112 WELDERS EQUIPMENT AND SUPPLIES58 REPLACEMENT PARTS 113 WINDOW REPLACEMENT & REPAIRS59 HVAC PM CHILLER SERVICES 114 WORKER'S COMPENSATION INSURANCE

NOTE: SOME LINE ITEMS MAY BE RENEWED FOR THE YEAR, AND FOR THAT MATTER THEY WILL NOT GO OUT FOR BIDS THAT YEAR

PRINT COMPANY NAME

VENDOR CHECK LIST

THIS IS A LIST OF RFPs, CSPs, AND BIDs THAT ARE BIDDED OUT THROUGHOUT THE YEAR. PLACE A CHECK MARK ( ) BY THE ITEM(S) YOUWOULD LIKE US TO SEND YOU A PROPOSAL. IF YOUR COMPANY CARRIES A PRODUCT/SERVICE NOT LISTED ON THE COMMODITYOR THE VENDOR CHECK LIST, PLEASE WRITE IT ON PAGE 1. PLEASE COMPLETE THE BID APPLICATION ON ITS ENTIRETY

102 STUDENT CREDIT RECOVERY & ADVANCEMENT SOFTWARE SERVICES

88

SO YOU CAN RECEIVE ALL APPLICABLE PROPOSALS, REQUEST FOR QUOTATIONS, BIDS, ETC.

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69

25

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